Get Organised: working from home

Daisy Spoke Banner

Have you needed to get yourself and your household organised so you can be working or studying from home during the current coronavirus isolation? In this article I share why working from home works well for me (at least at the moment!), the fact that it can take a bit of experimentation to get it right for YOU, and a list of things that I find helpful to work effectively from my home office including systems, tools, routines, and all the other invisible stuff that people often don’t talk about.

Over the last couple of months we’ve seen an unprecedented rise in numbers of people working from home all round the globe. Even though there’s been a gradual transition towards remote work over the past few years, the current wave of moving work to home is absolutely astounding to witness. Getting organised to work from home is just one of many significant changes the world is adapting to during the COVID-19 pandemic.

How are you getting along with it?

I had a love-hate relationship with working from home for a long time

I’m sitting in my home office as I write this blog. At the moment I’m loving it! You see, I’m used to working from home, but that’s not to say I haven’t ever struggled with it! I had a love-hate relationship with working from home for a long time, and I’ve learned what works for me and my family in the space I have. Being self-employed, I’ve pivoted my business a couple of times over the years to better fit my vision, my family and my desired lifestyle. And that means I’ve needed to adapt and re-adapt more than once.

Kathryn looking at camera with wide eyes and smiling. Background of rainforest.

These days a lot of my work can be easily done from home and it saves a lot of money in office rent! My days are mostly spent preparing for workshops, collaborating by email, managing and promoting projects, applying for grants, using video-conferencing and phone for consultations, and of course writing. Not being able to lead bush adventure groups, retreats or workshops, or meet up in person with collaborators at the moment, means I now have space in my day to create my new podcast. This is also easily done from home. All in all, working from home is a really good fit for me.

outdoors is my therapy podcast logo

Getting organised to work from home will take some experimentation

I’m going to share with you a list of things that works for ME with the responsibilities I have and the home environment I’m in. You can use this list to inspire your imagination to make working from home much more do-able for you.

This year, 2020, is the first time in 24 years that I haven’t had school-age children with all the responsibilities that brings. It really has made a huge difference to my work output even though we’re a family of introverts and there isn’t a lot of noise or activity in my neighbourhood! I live out of town on a property in regional Queensland, Australia. YOUR responsibilities, family commitments, home environment, culture, workplace expectations, personality and supports will all have a bearing on how you get organised so you can work from home. It will take some experimentation, practise and negotiation with your employer to optimise how effective and efficient it is!

Patiently persist!

What does it take to get organised so you can work from home?

Here’s my list of the most important systems, routines and equipment I use to keep myself organised when working from home:

The actual office
  • Reliable internet (which only came into being in my region a few short years ago – such a blessing!)
  • Computer with webcam
  • Printer
  • Smart phone
  • Stationery (yep – good old notepads, pens, sticky notes, stapler, diary etc)
  • Yearly planner
  • Desk and chair adjusted for ME to support MY posture
  • A quiet space for my office that also provides privacy for calls, video-conferencing and note taking
  • Office door that gets closed during confidential discussions or when I need to reduce distractions
  • A window to look outside, let the natural light in and let the breeze through
  • Resources, books and filing cabinet

Make a list!

Systems and tools
  • Asana for project management and daily to-do’s – I love checking off my completed tasks and replicating projects on Asana to save my time. Asana can also be shared in a work team and it syncs beautifully between your devices so it can update in real time.
  • Keep Notes” – I use this for lists and it also syncs between devices
  • Canva for basic graphic design
  • Paper notepad systems – I have separate A4 notepads with different coloured covers for different purposes eg notes from training programs, notes from meetings with collaborators, notes about amazing business ideas that I don’t want to forget
  • Alarm – I set a timer for some work tasks and use the alarm for meeting reminders
  • Spreadsheets – I still prefer pen and paper but electronic spreadsheets have their advantages. I use them to log my time and budgets on various projects
  • Email program – I close it down when I don’t have to have it open because it’s a distraction
  • WordPress – mostly easy to edit by myself to keep my website, blog and web shop updated
  • Mail Chimp – stores subscriber lists and templates for outgoing emails

The challenge with time management is to manage ourselves

The invisible part of getting organised
  • Boundaries – This is probably THE MOST IMPORTANT aspect of getting organised to work from home. Set boundaries or parameters around your availability, work hours, work space, people, emails, phones, meal breaks, toilet breaks, social media, housework, cooking, grocery shopping, everything! If it’s outside your work hours, turn it off. If it’s not being used in the moment, turn it off.
  • Distractions – Turn off notifications on anything that really doesn’t matter or that distracts you during work time. Create rules about interruptions and be ready to gently remind others about them. Use self-discipline (see below).
  • De-stress your workspace – A cluttered workspace can add to your stress levels. Eliminate what you don’t REALLY need and add some stress-reducing features such as a pot plant, a painting or calming music. Keep your workspace tidy and uncluttered by developing systems to ensure that it doesn’t become a dumping ground for ‘stuff’.
  • Places and spaces – Create designated places and spaces for work materials, tools, resources. And then use them rather than spreading everything across the room or the house. Keep it organised – especially anything confidential.
  • Legal issues – Check with your employer, insurer, council and landlord about your rights and responsibilities regarding working from home.
  • React vs respond – If a new task comes up and it can be done in less than 2 minutes, do it now. Otherwise schedule it.
  • Self-care and self-discipline – These go hand in hand. Stick to the task you’re working on and manage distractions. Imagine that your boss, colleague or a video camera is watching (this is not meant to make you feel paranoid!) – what would you be doing differently? Are your actions aligned with your values and intentions?

Are my actions in alignment with my values when working from home?

  • Rewards – Reward yourself with a relaxing activity when you’ve achieved your work goals, reached the end of your work hours, or stayed on task. This is a great way of marking the switch between work and personal time.
  • Task Lists – Write a list of tasks for each day, categorise them, prioritise them and cross them off when you’ve completed them. Keep your daily to-do list short and keep another list of lesser priority tasks handy that can be brought up as your list gets shorter. I use Asana because I can categorise tasks into different projects and re-prioritise them as needed by sliding them over to the next day or next week. I used to use my diary or notepad or sticky notes – use whatever system works for you.
  • Sense of humour – A sense of humour doesn’t go astray – I’m working on that one 🙂
  • Family / household support – Talk to your family or housemates, including children, to plan how to meet everyone’s needs through the day (and night). Enlist help and support and work as a team as much as possible. Everyone can contribute to deciding on the priorities and how they will be put into action.
  • Systematise your meal times – Plan meals ahead including who’s cooking each night and what time you’ll eat. This also helps optimise your time grocery shopping!
  • Batch as many tasks as possible – Using batching techniques for work and personal tasks. I batch my social media design and scheduling as well as my baking which can be frozen and used later.
  • Put the big rocks into your day first – Plan the little tasks around the bigger tasks that are less flexible or time consuming. Watch my video on getting organised by putting the big rocks into your day first.
  • Time your tasks – Plan your trickiest work tasks for when you feel most alert and when the house is at its quietest.
  • Be consistent and clear – Put your work times up on your door, fridge, notice board or anywhere that your family will see it, or maybe an OPEN and CLOSED sign. You can also add work times into your email signature, Google business page and other web-based applications. If you respect your own boundaries, others are more likely to as well.
  • Move more, sit less – Get up and move around regularly, at least every 20-30 minutes. It can be tempting to stay working if you’re in flow and everything is quiet but your health and well-being needs you more.
  • Delegate jobs around the house – Invest time in teaching others how to do things for themselves. Don’t be a martyr to your work or to the household. This is an opportunity for everyone to learn and develop skills for life rather than another thing to feel guilt about.
  • Wear a uniform or work hat – Create a mental and visual boundary between work and personal hours by wearing a uniform, designated work clothes or even a hat that signifies to others as well as yourself which ‘mode’ you are operating in.
  • Celebrate – Identify, acknowledge and celebrate when things go well! It’s ever so easy to get caught up in what’s problematic without being present for the little wins and moments of joy along the way.
  • Problem-solve – Persist, be patient and get creative when something isn’t working so well. This is an experimental time for many workers and employers. View it as an experiment and explore the challenges and the possible solutions.
  • Connect – Create or request opportunities to connect with your work tribe and other supporters regularly by having online or phone meetings, morning teas and brainstorming sessions.
  • Think outside the box – Create opportunities to make things work! Working standard office hours may not work when you’re working from home especially if you are also supervising children playing and studying. In fact, it’s unlikely to work! For example, I typically do my internet-heavy tasks (eg watch training videos, upload videos) before 7am because that’s my off-peak internet time. Then I’ll spend a few hours of personal time before getting back to work till late afternoon or evening. I aim to leave my social media tasks till late in the day, use normal business hours for connecting with colleagues, and spend my most energised hours on tasks that need the highest level of concentration.

With any obstacle quote

Wow there really are so many aspects of getting organised to work from home when you start to list them all out! This is not an exhaustive list and some of them won’t work for you in your situation. But I do hope it gives you some hope and some ideas to work on for yourself. Let me know how it’s going for you!

Hot chocolate and home baked muffin
Time for hot chocolate and home baked muffins!
Daisy Spoke avatar has long curly hair and smiling mouth

Discovering mountain biking as life’s ultimate parallel universe in her middle age, Kathryn Walton shares information and reflections in ‘Daisy Spoke’ that inform, inspire and empower women to a healthy and active lifestyle.

9 Steps to Achieving Your Dreams and Goals

Daisy Spoke Logo

Goals, resolutions, targets, dreams, visions….. Some of us love them. Some of us hate them. It’s understandable that you might be sceptical about them. Sometimes we set plans with good intentions and end up disappointed. Life happens in all its chaotic glory and sends our plans awry, we lose sight of our intended destination and lose hope, or we become despondent with ourselves, others or the world around us. Maybe we even forget what our goal was, or our priorities change and we let it go. Perhaps we achieve our goal but the reward at the end just isn’t there, as if the goal post has been shifted, or we’ve been deceived about the expected benefits. We can doubt our capacity to achieve what we set out to. In order to protect ourselves from further hurt and wasted energy we swear never to set New Year’s Resolutions again because they just don’t work. Sound familiar?

How I love goals! Let me count the ways! 

I love goals. I have daily lists to help me stay focused and efficient. I also have weekly, monthly, 3 month, 12 month and 3 year work goals. I’m flexible with them, and at the same Daisies reach for the suntime I respect them. I teach many individuals and groups how to use goals to enhance their mental health and wellness, and I see amazing progress when they are used effectively. I also use goals in my personal life. I love the sense of satisfaction, self-worth and achievement that comes with goals. Goals also nurture inner skills such as persistence, patience, organisation, and problem-solving which can be applied to all sorts of other situations in life, and can have a therapeutic effect on your mind.

Goal-setting is a learned skill

Effective goal-setting is a learned skill. Once you have it, the sky’s the limit! But the down-side is that if you experience a sense of failure with your goal, and if you don’t adjust your sails and use creative problem-solving, it can put you off for life. Remember to practise, persist, and problem-solve just as you would with any other skill!

9 steps to achieve your goal successfully

Step 1 – Identify an area for change

Identify one area in your life where you’d like to see some change. Select something you have some control over that centres around yourself. Focusing on things outside your control sets you up for failure. Where would you like to see a change?

  • work
  • relationshipsMake space for change - rocky expanse
  • friends
  • lifestyle
  • health
  • spirituality
  • finances
  • family
  • home
  • recreation
  • __________
Step 2 – Stay focused on the change, don’t be distracted by problematic thoughts

You might notice your thoughts jumping straight away to all the problems, barriers, obstacles and impossibilities associated with your desired change. For now, acknowledge your brain is doing its job of trying to protect you from failure, and try to let go of those thoughts. We’ll be coming back to them so stay focused on your desired change for now.

Step 3 – Select your SMART goal

SMART is an acronym to help you remember the key elements that can make or break your goal.

  1. S – Specific Know exactly what your goal is. Take the area you selected in Step 1 and narrow your goal down as much as possible. Keep it simple, clear, concise and specific. Vague, general statements about your goals are not helpful – they lack direction.
  2. M – Measurable How will you know when you’ve achieved your goal? If you’ve left your goal as a vague statement (eg “Get fit”) how will you know when you’ve achieved it? Being specific will help you to measure it (eg “Swim non-stop for 15 minutes”).
  3. A – Attainable Set yourself up for success! What are your expectations? Is your goal achievable?
  4. R – Realistic Are you being realistic with your goal? Do you have access to the resources and supports you’ll need? Do you have the energy to put into it?
  5. T – Time frame Set a time frame to achieve your goal. Deadlines help us stay focused. Be flexibile though so that you can make adjustments if your goal takes longer than expected.
Step 4 – Write it down!

This is a really powerful action to take! Writing it down makes it more real, more tangible. Share it with others if you like, or come back and look at it yourself as a daily reminder to keep you actions in flow with your goal. It’s your personal marketing plan designed to keep you coming back again and again to what’s important to you.

Step 5 – Know your WHY! Commitment not motivation!

Motivation is a very temporary and fickle thing. It can’t be relied on. Commitment is what will keep you working on your goal whether you feel motivated or not! Why is your goal important to you? For your overall health? To keep up with your kids / grandkids? To have more financial freedom? Something else? Write your WHY down next to your SMART GOAL. It will keep your compass pointed in the right direction.

Step 6 – Break it down

Write down 5-10 steps (in order) you’ll need to take to achieve your goal. If your goal is to swim non-stop for 15 minutes, the steps might include:

  • buy suitable swimming attire
  • find out about pool membership / entry fees
  • go to swimming squad once a week to improve technique and fitness
  • ask a friend to be a swimming buddy
  • swim at least 3 times a week
  • swim 1 lap non-stop
  • swim 5 minutes non-stop
  • swim 10 minutes non-stop
  • swim 15 minutes non-stop.
Step 7 – Step into your goal

Take each step one at a time.

Step 8 – Creatively problem-solve issues that arise

I can I willRemember all those problems your mind started to thinking about in Step 2? Problem-solving is where the power is (another blog later this month will look at this in more detail). Persistence makes all the difference between giving up on your goal (and yourself) and being unstoppable. Some of the problems will be predictable and you’ll be able to plan for them. Others less so.

Step 9 – Reward yourself!

What will be your reward when you’ve accomplished your plan? Will it be an inner sense of satisfaction? The simple pleasure of knowing you’ve done what you set out to do? Improved energy or a sense of wellness? Or will it be an external reward like buying yourself a new set of flippers? Or perhaps entering a race? A word of caution here to make sure your reward aligns well with your goal and that you don’t self-sabotage your efforts.

More on goals, obstacles and problem-solving soon!

You might have guessed by now that this month’s theme is all about GOALS! Over the coming weeks I’ll be sharing with you one of my own personal goals using the 9 steps listed above. I’ll be delving into the barriers I’ve identified to achieving my goal, and I’ll share with you the not-so-secret secrets to creative problem-solving so that we can get ourselves unstuck when things get tricky.

Discovering mountain biking as life’s ultimate parallel universe in her middle age, Daisy Spoke aka Kathryn Walton logoKathryn Walton shares information and reflections in Daisy Spoke that connect, inspire and self-empower women to make healthy choices for themselves. She integrates her love of physical exercise, family, nature, gardening and creative arts with her professional background in mental health social work to facilitate change with individuals, groups and communities of women who are committed to living life to the full.

 Have you signed up yet?

Grounded Inspiration LogoIn the meantime, if you haven’t already signed up for Grounded Inspiration, now’s a great time to do that. Never miss out on the latest news, inspiration or blog posts! And be the first to hear about my new releases throughout the year as I develop and publish programs to enhance women’s wellness and professional knowledge. Sign up here!

Metamorphosis: change is on the way!

Many animals and plants go through periods of rapid and remarkable change: caterpillars morph into butterflies, stone-like seeds generate lush green shoots.

There are infinite examples of other animal and plant changes that are no less remarkable, but perhaps more gradual over time, so the effect may not be as dramatic to the eye: kittens grow into adult cats, seedlings grow into trees.

The inner world of the human is also subject to transformation over time. This is a more abstract concept, but very real and can have a profound impact on the individual and others around them.

Organisations also experience change. We often associate this with unwelcome change such as restructures and redundancies.

Being a small business owner in a regional town for over 12 years, I’ve experienced the effect of many changes in our society including drought, flood, the global financial crisis, government policy changes and a decline in my local economy. I have adapted my business routines, structures, services and systems to meet the changing needs of my community and family.

And NOW I am stepping forward to initiate a NEW and exciting CHANGE! ….. A TRANSFORMATION…… A METAMORPHOSIS. I’m incredibly excited about this change! It’s the next step on my journey of MAKING A DIFFERENCE to my world and making a difference to the lives of many individuals.

 

I’ll shortly be announcing the LAUNCH of my NEW WEBSITE and rolling out my transformational NEW OFFERS including online courses, workshop packages, speaking services and FREE downloads! You’ll have access to the best current evidence-based information about health and wellbeing. You’ll be offered opportunities to be INSPIRED and EMPOWERED on your own wellness journey, as well as events and resources to support YOU as you support OTHERS in your work environment and personal life.

STAY TUNED for all the details as 2017 draws to a close, and JOIN WITH ME as the new year UNFOLDS offering us the next part of our journey in life.

(And remember! You can follow me on Facebook and Instagram too!)

Discovering mountain biking as life’s ultimate parallel universe in her middle age, Kathryn Walton shares information and reflections in Daisy Spoke that connect, inspire and self-empower women to make healthy choices for themselves.